Privacy Policy
Last updated: October 1, 2026
The short version
- Whiteboard IQ is a training app. Coaches plan workouts, athletes log results, and the app helps the coach understand them.
- We collect what's needed for that: accounts, athlete profiles, workouts, results, notes and videos.
- We don't sell personal information, don't show ads and don't use tracking or advertising cookies.
- Athletes under 18 need a parent or guardian's consent before they get a login. Children under 13 can't have their own login.
- Questions or requests: support@whiteboard-iq.com.
1. Who we are and how this policy works
Whiteboard IQ ("we", "us") provides the Whiteboard IQ coaching app at whiteboard-iq.com and related addresses. This policy explains what personal information the app handles, why, who we share it with and the choices you have.
Gyms and coaches use Whiteboard IQ to coach their athletes. For athlete information, the gym and coach decide what to collect and how to use it, and we handle it on their behalf to run the app. If you are an athlete or parent, you can contact your coach or us about your information; we'll help either way.
2. Information we collect
Accounts
- Gym owners and coaches: name, email address, password (stored only in scrambled, "hashed" form), gym name, and last login time.
- Athletes and parents/guardians: name, email address, password (hashed), and how a parent is related to the athlete.
Athlete profile (entered by the coach or imported)
- Name, email, phone number, birth date (used to apply the under-18 rules), gender, time zone, sports and competition division.
- Information in client lists or training history the coach imports from another app (for example a TrueCoach or CoachRx export).
Training information
- Programmed workouts, results and scores, how hard a session felt (RPE), the athlete's notes, coach comments and notes, and goals.
- Videos athletes upload of their training.
- Athletes' notes can include things like how they slept, felt or whether something hurt. Coaches use this to adjust training; please only share what you're comfortable with your coach seeing.
Parent consent records
When a parent or guardian gives consent for an athlete under 18, we record who gave it, the consent text they agreed to, their typed signature, the date and time, and the internet (IP) address it came from.
AI-generated information
The app uses AI to help coaches: it reads training history and results to suggest scores, flag possible problems in a log (for example a mention of pain or a likely typo), write summaries ("briefs") and review training plans. These outputs are stored with the athlete's record. Coaches review them; the AI does not make decisions about athletes on its own.
Help and support
Questions you ask the in-app help assistant and messages you send to a person through "Email a person", including your name, email and the conversation.
Technical information
- A single login cookie that keeps you signed in. We don't use analytics, advertising or tracking cookies.
- If you turn on notifications, a technical address for your device's notification service (from Apple, Google or Mozilla, depending on your device).
- IP addresses and request information that our servers process to keep the service running and to block abuse, such as repeated login attempts.
3. How we use information
- To run the app: show coaches their athletes, show athletes their workouts, save results, comments and videos.
- To send messages you'd expect: invites, password reset emails, and in-app or phone notifications about new results and comments.
- To provide the AI features described above, for the coach of that athlete.
- To apply age rules: parent consent for athletes under 18, and no own login for children under 13.
- To answer support requests, keep the service secure, prevent abuse and fix problems.
- To comply with the law.
We don't sell personal information, share it for advertising, or use athletes' information to market to them.
4. Who can see what
- Coaches see the athletes assigned to them. The gym owner sees all athletes in the gym.
- Athletes see their own workouts, results, videos, coach comments and anything the coach chooses to share with them.
- Parents/guardians who gave consent see their athlete's training.
- Information doesn't move between gyms. Another gym can't see your gym's athletes.
5. Service providers we use
We use a small number of companies to run the app. They process information only to provide their service to us.
| Render | Hosting and database (United States). |
|---|---|
| Anthropic | AI analysis. Relevant training information is sent to Anthropic's AI service to produce the AI features, under its commercial terms for business customers. |
| Cloudflare | Private storage for training videos. Videos are only viewable through short-lived links inside the app. |
| Resend | Sending emails (invites, password resets, support replies). |
| Google Fonts | Loads the app's fonts; your browser connects to Google to get them. |
| Apple, Google, Mozilla | Deliver phone and browser notifications, only if you turn them on. |
We may also share information if the law requires it, to protect someone's safety, or as part of a merger or sale of the business, in which case this policy would continue to apply to it.
6. Children and teens
- Athletes under 18 can only use Whiteboard IQ after a parent or legal guardian accepts an invite from the coach and gives consent.
- Children under 13 can't have their own login. A parent sets up and uses the account for them, and their coach manages their training information.
- Parents can see their athlete's training, and can ask the coach or us to review, export or delete the athlete's information, or withdraw consent, at any time.
- We don't knowingly collect information from a child under 13 without a parent's consent. If you think that happened, email us and we'll delete it.
7. How long we keep information
We keep information while the gym's account is active so coaches and athletes have their training history. When a coach archives an athlete, their information stays available to the gym. When we receive a verified request to delete information, or a gym closes its account, we delete it from the app within 30 days, and from backups as they cycle out. We may keep consent records and limited information as long as needed to meet legal obligations or resolve disputes.
8. Security
- All connections use encryption (HTTPS).
- Passwords and invite and reset links are stored only in hashed form. Invite links expire after 14 days, reset links after 1 hour.
- Each gym's information is kept separate, and coaches only reach their own athletes.
- Videos are stored privately and shown through links that expire.
No system is perfectly secure. If we learn of a breach that affects your information, we'll notify you as required by law.
9. Your choices and rights
- See and update: athletes and parents can see their training in the app; ask the coach to correct profile details.
- Export: ask your coach or us for a copy of your information.
- Delete: ask your coach or us to delete your information or your account.
- Notifications: turn phone notifications off at any time in your device settings.
- Withdraw parent consent: contact the coach or us; the athlete's login is then turned off.
Depending on where you live, you may have additional rights under laws such as the Texas Data Privacy and Security Act or the California Consumer Privacy Act. Email us to use them; we won't treat you differently for doing so. We'll verify requests before acting on them, and for athlete information we may involve the athlete's coach.
10. Changes to this policy
If we make important changes, we'll tell coaches and users in the app or by email before they take effect. The date at the top shows the latest version.
11. Contact
Email support@whiteboard-iq.com, or use Need help? → Email a person in the app.
See also our Terms of Service.